Policy Number: L10.901 Approved Date: April 10, 2017 Review Date: April 10, 2022 LEEWARD COMMUNITY COLLEGE FACILITIES ACCESS CONTROL POLICY AND PROCEDURES 1. PURPOSE Leeward Community College (Leeward CC) is committed to the health and safety of its faculty, staff, students, and visitors and in maintaining a safe, secure, and efficient learning and working environment. The primary objective of the Facilities Access Control Policy and Procedures is to balance the goal of maximum utilization and access to facilities with the need to control such utilization and access for the express purpose of; 1) enhancing the personal safety for members of the campus community and, 2) minimizing potential loss or theft of property. This objective is supported through responsible access privilege control mechanisms for all campus-controlled facilities. 2. SCOPE/APPLICABILITY The Facilities Access Control Policy and Procedures is applicable to; 1) all current and future sites, buildings, facilities, and other assets under the operational jurisdiction of Leeward CC, 2) all access control systems installed in new construction or as part of any major or minor repair and maintenance project, and 3) all personnel affiliated with Leeward CC to include its officers, employees, agents, or any person acting on behalf of Leeward CC. 3. POLICY The Facilities Access Control system will be used to promote and maintain the, a) safety and security of building occupants, b) protection of college assets, and c) security of college records and data. The Facilities Access Control system and accompanying policy, in and of itself, is not meant nor intended to provide the sole means to secure the campus. Rather, the Facilities Access Control system is to be used in conjunction with other security measures and systems (surveillance cameras, building and duress alarms, etc.) in order to provide a comprehensive approach to campus safety and security. 4. GENERAL GUIDELINES

a) All keys and electronic access cards are the property of Leeward CC. b) The Vice Chancellor of Administrative Services has overall responsibility for granting access to

Leeward CC facilities, issuance of all keys and electronic access cards, and the designation of related duties.

c) The Facilities Use office is responsible for the overall administration and implementation of key and electronic access card systems.

d) Keys and electronic access cards will be issued to Leeward CC faculty, staff, and administrators. Students and/or student employees shall not be issued keys or electronic access cards.

5. FACILITIES ACCESS CONTROL RESPONSIBILITIES

a) Facilities Use Responsibilities 1) Coordinate the installation and maintenance of interior and exterior door locks. 2) Coordinate the cutting and issuance of door keys and electronic access cards.

3) Maintenance of accurate records and controls to provide accountability for all keys and electronic access cards issued.

4) Establishment of policies and procedures that govern the issuance and control of keys and electronic access cards.

b) Division/Unit Responsibilities 1) Each division/unit is responsible for designating a key coordinator who is in charge of key

control for their respective division. 2) Request keys or electronic access cards for faculty and staff employees assigned to their

division/unit. 3) Collect keys and electronic access cards from faculty and staff upon their termination or

retirement from Leeward CC, upon a transfer to another division/unit, or when a key or electronic access card is no longer required.

4) Immediately report lost or stolen keys or electronic access cards. 5) Secure and account for an inventory of keys and electronic access cards that have been

issued to the division/unit. 6) Conduct an annual review and inventory of all keys and electronic access cards issued and

used by the division/unit. 7) If a key or electronic access card is not returned or upon examination of the inventory that a

key or electronic access card is lost or unaccounted for, the division/unit will be responsible for all expenses related to the lock replacement.

c) Individual Key and Electronic Access Card Holder Responsibilities 1) Assumes responsibility for the safekeeping and appropriate use of any and all keys and

electronic access cards issued to them. 2) Keys and electronic access cards are to be only used by the individual who was issued the

key or electronic access card and are not to be loaned or transferred to any other individual. 3) Key and electronic access cardholders are strongly encouraged to leave keys and cards in a

secure location during non-working periods. 4) Authorized electronic access cardholders are responsible for any individual(s) they allow

into a building after Office Hours (ref. 15a for definition). 5) When terminating employment from Leeward CC or transferring to another division/unit

within the College, keys and electronic access cards are to be returned to the division/unit key coordinator.

6) Report and turn in any found keys or electronic access cards to Campus Security. 7) Report unauthorized persons or suspicious activities to Campus Security immediately.

6. KEY REQUESTS AND AUTHORIZATIONS Key Request forms are available on the Leeward CC website. This form is to be used to request regular keys and electronic access cards. The Key Request form must be completed and authorized by the respective dean or division chair and then forwarded to the Facilities Use office. Please note that all keys are made off-campus by a 3rd party vendor, so allow adequate time for processing. Typically this may take up to 10 business days.

7. KEY IDENTIFICATION

a) Tags, markings, and any other forms of identification that refer to Leeward CC, or a specific

building/room at the College, or in any way indicates the purpose of the key, should not be

attached to the key. The only identifying marks on the key will be characters/numbers stamped

on the key by the vendor responsible for cutting the keys in coordination with the Facilities Use

office.

b) Any other forms of defacing, etching, or markings on keys or electronic access cards are not

authorized. Any faculty or staff member found to violate this provision of the policy may forfeit

their access control privileges and will impose upon their division/unit the appropriate fees

related to replacement keys and/or electronic access cards.

8. KEY AND ELECTRONIC ACCESS CARD FEES

c) Leeward CC employees will not be charged for those keys or electronic access cards that were

initially authorized and distributed. If an employee has a key or electronic access card lost or

stolen, a replacement fee of $25.00 per key or electronic access card will be charged to the

division.

d) Non-functional or worn keys or electronic access cards will be replaced at no charge. Defective

keys or electronic access cards should be sent to the Facilities Use office for disposal.

9. KEY TRANSFERS

Keys or electronic access card transfers are strictly prohibited. Persons found in violation of this policy may have their access privileges revoked. 10. KEY CONTROL AND INVENTORY Each division/unit is responsible for keys and electronic access cards issued within their division/unit. Each division/unit should maintain and document their own internal inventory of keys, electronic access cards, and the individuals who were issued these keys/cards. The Facilities Use office maintains an inventory of all keys and electronic access cards issued on campus. Inquiries regarding your key control inventory should be directed to the Facilities Use office. 11. KEY ISSUING GUIDELINES For security and division/unit control purposes, the following key and electronic access card issuing guidelines will be implemented:

a) Deans and Division Chairs: Electronic access card to external door(s) leading to office suites, if applicable; hard key for own office.

b) Faculty and Staff: Electronic access card to external door(s) leading to office suites, if applicable; hard key for own office; hard key for each classroom (each classroom is keyed differently).

c) Lecturers: Electronic access card to external door(s) leading to office suites, if applicable; hard key for own office. Division/unit key coordinator will designate whether hard keys will be issued to classrooms.

12. UNAUTHORIZED DUPLICATING/REPLACING OF KEYS Duplicating, replacing, or tampering with keys, electronic access cards, or any part of the manual or electronic locking mechanism(s) by any individual, external agency, company, or private business without the written authorization of the Leeward CC Facilities Use office is strictly prohibited. 13. TEMPORARY KEYS/ELECTRONIC ACCESS CARDS – CONTRACTORS AND SERVICE PROVIDERS

a) Contractors: During normal Office Hours, Operations and Maintenance will be responsible for issuing keys or providing access to contractors. For contractor access that occurs after Office

Hours, Operations and Maintenance will notify Campus Security of the work scheduled to be performed and Campus Security will be responsible for issuing keys or providing access.

b) Service Providers: Campus Security will be responsible for issuing keys or providing access to contractors that are designated as “Service Providers.” See Attachment 3 for list of all current “Service Providers.”

c) Operations and Maintenance and Campus Security are to follow prescribed internal procedures for issuance of contractor key sets.

d) For Automotive, Theatre, Culinary Arts/Cafeteria Facilities: Generally, these units control their own facilities and hire their own contractors. As such, they are responsible for providing contractor access to their facilities unless the contractors are designated as “Service Providers.”

14. RETURNING KEYS AND ELECTRONIC ACCESS CARDS

a) When terminating employment at Leeward CC, all keys and electronic access cards must be returned to the division/unit key coordinator and then to the Facilities Use office.

b) For employees transferring from one unit/division to another unit/division at Leeward CC, keys and electronic access cards must be returned to the division/unit key coordinator and then to the Facilities Use office. Requests for new keys or electronic access cards must be made via the Key Request form.

15. BUILDING SCHEDULES AND ELECTRONIC ACCESS CARDS

a) Each campus building may have its own schedule for opening and closing external doors as determined by the appropriate dean, division chair, or coordinator. Academic, administrative, and student support units, to include academic division administrative offices, will be open for “Office Hours” from 7:45 a.m. until 4:30 p.m., Monday through Friday excluding holidays and designated break periods.

b) The State of Hawaii has defined “Office Hours” as the following: “the hours during which a government office is open to transact public business. For most offices, the hours are from 7:45 a.m. to 4:30 p.m., Monday through Friday, unless otherwise provided by executive order.” (reference State of Hawaii, Department of Human Resources, Policy No. 502.005).

c) When the building is closed, the electronic door locks will automatically engage. On Saturdays, Sundays, and holidays, most buildings will be scheduled closed, unless special events are scheduled which require use of specific buildings/rooms. Special event requests for the electronic access system must be pre-arranged through the Facilities Use office at least 10 business days in advance of the event and should be noted on the applicable Facilities Use request form.

d) Authorized electronic access cardholders in the building after Office Hours are required to have their electronic access card and identification on their person. This will enable them to enter and exit the building under non-emergency conditions.

e) In the event of an emergency (i.e., fire alarm), the electronic access card system will disarm the electronic door locks in the locked position. An electronic access card is not required to exit the building.

f) Curfew is at 11:00 p.m. and the campus must be cleared of all personnel and vehicles by that time unless previous arrangements have been made (i.e., special events, theatrical performances). All electronic locks will be rendered inoperable at that time. Electronic locks will remain inoperable until 4:00 a.m. Access to electronic door locks from 11:00 p.m. until 4:00 a.m. is by hard key only.

16. CLASSROOM OPENING AND CLOSING PROCEDURES

a) Campus Security is responsible for ensuring that exterior doors to specific classrooms and other public use areas will be unlocked prior to the start of each instructional day. See Attachment 4 for complete list of classrooms and public areas that are currently included under this guideline.

b) Campus Security is responsible for ensuring that all exterior doors to all buildings are secured at the end of each instructional day, regardless of the day or time, including weekends.

c) Campus Security will use and refer to the Facilities Use List as the guiding document when opening and securing classroom doors.

d) If an exterior classroom door is not opened during Office Hours, the faculty or staff member should contact their division’s/unit’s office for assistance in opening the classroom door.

e) In the event that the division’s/unit’s office is not able to respond to the request for opening the classroom door, the faculty or staff member should contact the Campus Security Supervisor (Pearl City: 455-0611 or x611 if using a campus telephone; Wai`anae Moku: 454-4711 or x711 if using campus telephone) for assistance.

f) The faculty or staff member will be required to provide identification and sign a security log form that will indicate the time, date, division/unit, and classroom number to which the individual was provided access.

17. OFFICE AND OTHER ROOMS OPENING AND CLOSING PROCEDURES

a) Opening and securing offices and other rooms that are not classrooms is the primary responsibility of the individual, unit head, coordinator, or division. During normal Office Hours, faculty and staff are to contact their unit head, coordinator, or division should they need to gain access.

b) In the event that the faculty or staff member is unsuccessful in contacting their unit head, coordinator, or division during normal Office Hours, they should contact the Campus Security Supervisor (Pearl City: 455-0611 or x611 if using a campus telephone; Wai`anae Moku: 454-4711 or x711 if using campus telephone) for assistance. After verification of identification of the faculty or staff member, Campus Security will only open the office door for that specific faculty or staff member – no other doors will be opened.

c) The faculty or staff member will be required to sign a security log form that will indicate the time, date, division/unit, and room number to which the individual was provided access. Securing the room and its contents is the responsibility of the faculty or staff member, unit head, coordinator, or division.

18. ADMINISTRATION OF ELECTRONIC ACCESS CARD SYSTEM The electronic access card control system will be administered and maintained by the Facilities Use office with technical support provided by the Information Technology Group (ITG). ITG’s responsibilities will include providing support for computer system maintenance, to include the coordination and installation of system hardware and software upgrades, as necessary. ITG is not authorized nor is responsible for opening and securing doors. 19. ELECTRONIC ACCESS CARD DATABASE Control of information related to the electronic access card database is considered confidential and will be restricted to authorized individuals. Only the Chancellor and Vice Chancellor of Administrative Services, or their designee, will have the rights to generate usage reports from this database.

Attachments

1 – Request Form – Mechanical Key & Access Control Card

2 – Primary Points of Contact

3 – Service Providers

4 – First Watch Room Opening List

LEEWARD COMMUNITY COLLEGE REQUEST FORM – MECHANICAL KEY & ACCESS CONTROL CARD

This application form shall be used by all individuals requesting mechanical key(s) and/or an access control card.

All information must be printed and clearly legible.

The key holder must return issued keys to the Enterprise Operations Office upon termination of employment.

Incomplete forms may be cause for this application to be rejected.

SECTION A: KEY AND/OR CARD HOLDER’S INFORMATION LAST NAME:

FIRST NAME:

PHONE NUMBER:

JOB TITLE:

EMPLOYMENT TYPE: TODAY’S DATE:

REG FULL-TIME REG PART-TIME

CASUAL/TEMP/CONTRACT – END DATE:

SECTION B: ACCESS REQUESTED TO THESE AREAS ROOM

# THIS BOX FOR ENTERPRISE OPS OFFICE ONLY ROOM

# THIS BOX FOR ENTERPRISE OPS OFFICE ONLY

DOOR ID # KEY ID # CARD ACCESS LEVEL DOOR ID # KEY ID # CARD ACCESS LEVEL

1. 6.

2. 7.

3. 8.

4. 9.

5. 10.

SECTION C: REASON FOR KEY AND/OR CARD ACCESS REQUEST REASON/JUSTIFICATION FOR REQUESTING ACCESS:

SECTION D: SUPERVISOR’S ENDORSEMENT As the endorser, you are charged with reviewing this application form for accuracy and completeness.

The completed application must be returned to the Enterprise Operations Office for processing. Requests may take up to 10 business days to fulfill.

By signing below, you acknowledge that you have reviewed the Facilities Access Control Policy and Procedures with your applicant and your applicant understands and will comply with the expectations set therein.

PRINT NAME: (DEAN, COORINDATOR, OR DIVISION CHAIRPERSON) TITLE: SIGNATURE:

SECTION E: ENTERPRISE OPERATIONS – REVIEW APPROVED DISAPPROVED

ENTERPRISE SERVICES OFFICER SIGNATURE:

SECTION F: ENTERPRISE OPERATIONS – CHAIN OF CUSTODY RECORD ITEM # DATE & TIME RELEASED BY RECEIVED BY PURPOSE:

NAME:

NAME: NEW STD NEW TEMP REP LOST REP STLN REP DMGD OTH

RET STD REASON__________ N/R LOST N/R STLN N/R DMGD

DIVISION/DEPT:

DIVISION/DEPT:

SIGNATURE:

SIGNATURE:

NAME:

NAME: NEW STD NEW TEMP REP LOST REP STLN REP DMGD OTH

RET STD REASON__________ N/R LOST N/R STLN N/R DMGD

DIVISION/DEPT:

DIVISION/DEPT:

SIGNATURE:

SIGNATURE:

NAME:

NAME: NEW STD NEW TEMP REP LOST REP STLN REP DMGD OTH

RET STD REASON__________ N/R LOST N/R STLN N/R DMGD

DIVISION/DEPT:

DIVISION/DEPT:

SIGNATURE:

SIGNATURE:

SECTION G: ENTERPRISE OPERATIONS – DISPOSITION INITIAL DATABASE ENTRY BY: ACCESS CONTROL CARD NUMBER:

DATABASE ENTRY REVIEWED BY: DATABASE ENTRY MODIFIED BY:

Last Revised: 02/11/2016

Attachment 2

96-045 Ala `Ike Pearl City, Hawai`i 96782

Phone: (808) 455-0213 Fax: (808) 455-0471

An Equal Opportunity/Affirmative Action Institution

Last Update: Spring 2017

Facilities Access Control Policy and Procedures

Primary Points of Contact

If Using Cell Phone or

Outside Phone If Using Campus Phone

Campus Security – Pearl City Campus Security – Waianae Moku

455-0611 454-4711

611 711

Enterprise Operations - Facilities Use Office

455-0558

558

Operations and Maintenance

455-0461 or 455-0462

461 or 462

Arts and Humanities Division Office

455-0350

350

Business Division Office

455-0344

344

Language Arts Division Office

455-0330

330

Math and Science Division Office

455-0251

251

Professional Arts and Technology Division Office

455-0300

300

Social Science Division Office

455-0360

360

Waianae Moku

454-4701

701

Vice Chancellor of Administrative Services

455-0213

213

Attachment 3

96-045 Ala `Ike Pearl City, Hawai`i 96782

Phone: (808) 455-0213 Fax: (808) 455-0471

An Equal Opportunity/Affirmative Action Institution

Last Update: Spring 2017

Facilities Access Control Policy and Procedures

Service Providers

Service Provider Description of Service

Johnson Controls, Inc. (JCI)

Issue JCI Key Ring For air conditioning system, cooling tower, chillers

Island Signal and Sound (ISS)

Fire alarm system

Hawaiian Electric Co. (HECO)

Electrical vaults, transformers

Island Pacific Distributors (IPD)

Keying system

Schindler Elevator

Elevators in AM building, Campus Center, Learning Commons, Theatre; Stage lift in Theatre

Alakai Mechanical

Boiler in Campus Center basement

Kone Elevator

Elevator in ED building

AAA Fire

Fire equipment

Cummins Pacific

Emergency generator; BS 1st floor electrical room

Attachment 4

96-045 Ala `Ike Pearl City, Hawai`i 96782

Phone: (808) 455-0213 Fax: (808) 455-0471

An Equal Opportunity/Affirmative Action Institution

Last Update: Spring 2017

Facilities Access Control Policy and Procedures

First Watch Room Opening List

Building Room Numbers

First Floor Rooms None

Second Floor Rooms FA 202

GT 205A

Public Areas Restrooms All

Elevators AM and Campus Center

Stairwells AD

Gates All

Raise Colors Flag Poles